1. Control of members’ data

Team Milton Keynes is the Data Controller for members’ data on the teammk.com website, and this privacy policy sets out how the club complies with the data protection legislation, including GDPR.

2. How members’ data is stored

The Team Milton Keynes membership system used is hosted and system managed by myClubhouse so that the club has online access to members’ data files. Club members consent to their data being used by the club as part of the membership application process via the membership application system. Some members’ data is held on computer systems and paper files by individual officials and administrators with authority to use members’ data for the purpose of managing training sessions and club events.

3. How members’ data is used

The club will only use members’ data for the purpose of operating club activities, to inform members of club events, training sessions, distribute club newsletters, and for managing individual membership processes.

4. Reporting and sharing results and participation

Club member information may be shared on the club website, social media pages, or in emails sent by the club. The club will obtain consents from members for specific areas of the club operation and ensure that members' data is only used as per the consent given. This data will only be shared in the event that either they are a club volunteer, have participated in a race or event, or have recorded a major achievement. This data will be limited to their name, age, club or team, gender, and race results (if applicable) and details of achievement. Limited further information may be included, for example, participation in a juniors’ race or a women’s race. 

5. Event Photographs and Videos

Photographs or videos may be taken during events and activities. By registering to participate either on your own behalf or on behalf of any other rider, including those under the age of 16 years, you agree that photographic images of you, containing you, or of those under the age of 16 years upon whose behalf you have registered, may be used on the Team MK website or social media pages. If there are any images or videos on any of the Team MK social media pages or website containing your image that you would like removed, then please contact the administrator to have it removed.

6. Access to members’ data

The club will control which club officials and administrators have access to members’ data to operate club activity. These controls are set by the access permissions on the myClubhouse system and are kept to a minimum.

7. Application of club policy

All club officials and administrators with access to members’ data will be required to sign a policy schedule confirming how data may be used and managed to adhere to the club Data Privacy policy.

8. Marketing communications

The club will not supply any members’ data to any other organisations for marketing communications.

9. Consent for Children

The club will maintain records of parental consent for participation in club activities in accordance with the national organisation guidelines, British Triathlon, Cycling Time Trials and British Cycling.

10. Retention Policy

Records for members and registered users will be retained for 12 months after they leave the club or have been inactive on the myClubhouse system unless there have been any disputes between the member and the club. In the case of a dispute, a member’s record will continue to be retained for the time needed to conclude any dispute. This applies to all paper as well as digital data.

11. Medical Records

The club will hold medical records for children as noted on parental consent forms. These are used to refer to in the event that a child has a medical condition.

12. Removal of data

Any materials containing personal data will be disposed of securely, whether the materials are paper-based or electronic.

13. Storage of data

Club Officials with access to members’ data will be required to adhere to secure storage methods for both digital and paper records.

14. Asset Data Register/Log

A register will be maintained of what data is held by individual officials and for what uses. The register will be reviewed by the committee annually.

15. Subject Access Requests

A process for enabling members to submit and fulfil requests for personal data held will be created and published.